Procurement Card

Procurement Card

Frequently Asked Questions

What is a PCard?

PCard, Purchasing Card, or Procurement Card, is the university’s equivalent to a corporate card. It essentially operates as a Visa debit card. The PCard is usually ‘tied‐in’ to a department or project from which the funds are deducted as charges occur. PCards may be used to purchase commodities, pay for services, and facilitate travel expenses.

What is the benefit of using the PCard?

The PCard provides a more efficient, cost‐effective alternative for departments to make purchases. It is meant to avoid the burden of creating purchase orders (POs) for small dollar items as well as to facilitate online purchases previously approved by the departments. The university’s cost of purchasing goods is significantly reduced through the use of a PCard. It further allows departmental resources to be better allocated, and it expands the department’s vendor base. The PCard is accepted anywhere Visa is accepted.

How do I become a PCard holder?

New cardholders must complete the online training course — PCard Training for Cardholders (FPO135) Also cardholder must complete and submit the Ethics and Purchasing Certification form. (Submission instructions on the form.) All cardholder will require a background check through HR and will be verified before issuance.

Responsible Fiscal Officers (RFO) or Deans, directors, and chairs (DDCs) or vice presidents may approve a card for employees in their college or division. Requests should be made by completing a Cardholder Profile which can be found under UCF Financials (Main Menu > Employee Self-Service > PCard Application > Add a New Value) Further instructions can be found under the instructions tab.

Is PCard training available?

Yes, training is available. The PCard team currently has instructor‐led workshops and online training courses available. The instructor‐led workshop is helpful to all roles (cardholders, approvers, and reconcilers). If additional training is needed between scheduled courses, the PCard team will work with your department to deliver a private training class.

When should I use the PCard?

The PCard is the primary method for making non‐travel purchases of $1000 or less, with some exceptions as noted below:

  • Vendor does not accept PCard.
  • Item being purchased is on the PCard prohibited items list.
  • Purchase is for hazardous materials.

You may review the Creating an ePro Requisition for $1000 or Less Addy Tip to learn more about these exceptions and how to fill out a Standard Comment detailing the exceptions on a requisition.

What if the vendor does not accept PCards?

You are not required to use a PCard on non‐travel purchases of $1000 or less if the vendor does not accept the PCard. This is one of three valid exceptions. You must provide the vendor’s contact name and phone number when noting the exception on the requisition in Standard Comment DEP‐D017.

Can we buy coffee and water for the benefit of those in the department?

No, the purchase of coffee and water is currently on the PCard program’s prohibited use list.

Can the PCard be used to purchase gasoline/fuel?

Yes, the PCard can be used to purchase gasoline/fuel for the following:

  • State vehicles and equipment
  • Rental vehicles when on UCF business travel

Purchases must meet F&A’s fuel requirements by including a copy of the receipt and the UCF state vehicle/equipment Vehicle Identification Number (VIN) and/or rental agreement number.

Can the PCard be used to purchase gasoline for a personal vehicle on a business trip?

No, the PCard cannot be used to fuel personal vehicles as personal vehicles will be reimbursed by mileage and not by actual fuel purchases.

Where can we find a list of prohibited items?

On the F&A website, please go to Departments > Disbursement Services > Procurement Card > Guidelines and read the “Examples of Prohibited Uses of Procurement Card” under the Other Publications section.

What do I do if sales tax is charged?

Contact the vendor and see if they will honor our Tax Exempt Status with the State of Florida and ask for a credit to your PCard.

Must I keep a receipt for every single transaction on the PCard?

Yes, an itemized/detailed receipt is required for each transaction and must be submitted with the cardholder’s monthly statement. Statements are due prior to the end of the month following the statement date. For example, a statement dated July 31 (for July charges) is due prior to Aug. 31.

Why do I have a single purchase limit (SPL)?

Single purchase limits (SPL’s) are set as an internal control in order to avoid misuse of the state’s funds. SPL’s are determined for a cardholder by the DDC or vice president when requesting a purchasing card.

Can we have the merchant split a transaction to bypass my PCard's single purchase limit (SPL)?

Splitting transactions to bypass your SPL is against UCF PCard regulations. Doing this could result in a suspension of your PCard of up to one month.

How do I change my limits?

If you would like to make a permanent change to your monthly credit limit and/or single purchase limit, please utilize the PCard Application in UCF Financials (Main Menu > Employee Self-Service > PCard Application > Add a New Value). This online form will be approved by the cardholder’s Responsible Fiscal Officer (RFO) or the Dean, Director, or Chair (DDC) The online form will be route via a worklist based on the default department or project number of the cardholder.

If you would like to make a temporary change to your monthly credit limit and/ or single purchase limit, please gather Responsible Fiscal Officer (RFO) or the Dean, Director, or Chair (DDC) email approval and send your request to PCard@ucf.edu.

If you need further assistance, please contact the PCard team.

I lost my PCard or fear it has been compromised. What do I do next?

It is the cardholder’s responsibility to report a lost or stolen card as soon as possible. If the card has been discovered missing during business hours, please contact the PCard office immediately. If assistance is needed after regular business hours, please contact Bank of America directly at 888‐449‐2273. If the bank offers one, please do not accept a replacement card. The replacement card must instead be sent to the PCard administrator in order to be activated in our system.

How do I dispute a PCard transaction that I do not recognize?

Immediately contact F&A and inform them that you have an unexpected transaction on your PCard. Additionally, please contact the merchant as a credit issued by the merchant is the quickest way to correct any errors. If the merchant does not assist in issuing a credit, contact BOA using the number on the back of the PCard to file a dispute. Most disputes are resolved within 30‐60 days. (Your PCard may be subject to be reissued to avoid potential fraud) Please remind your approver to note in the comments field that the transaction is in dispute and place the transaction in Verified. This will alert the PCard team as to why the charge has not been approved, and it will avoid a suspension related to unapproved charges. Ensure these verified transactions are still approved in a timely manner.

I accidentally charged a personal expense to my UCF PCard, what do I do next?

In the event that a cardholder has inadvertently charged a personal expense on their PCard, complete the Departmental Expense Reimbursement Transmittal Form (41-908B). The source of funds should describe the expense that is being reimbursed. For example, if a personal plane ticket was mistakenly purchased, the Source of Funds would be “Travel.”  Please click here for a sample of how to complete the form. Attach a check to the form and deposit them in a sealed envelope to the UCF Cashier’s Office drop box. If you need further assistance, please contact the PCard department.”

How do I determine if my purchase is considered tagable?

All single items with a cost of $5,000 or greater are considered tagable. Additionally, when purchasing separate parts that will be assembled into a single unit (e.g. mother board, sound card, etc., to build a computer) and this unit will have an aggregate cost of $5,000 or greater, the final product also is considered a tagable item.

If the travel PO associated with the transaction is closed, how do I proceed?

If the travel PO has been closed before a transaction has been approved, please include notes/comments explaining the situation in the description or comment fields and approve the charge using a travel account code.

Can I allow other users access to my PCard?

Under no circumstances should another person have access to your PCard. If the department’s DDC feels there is a need for someone else to make purchases on behalf of the department, an additional card may be requested. It is the responsibility of the cardholder to keep their PCard in a secure location to which no one else has access.

What are some common reasons for a card to be declined?

If your PCard has been declined, it could be due to the following reasons: the purchase exceeds your available balance or single purchase limit, the vendor’s merchant category code is prohibited by UCF, or your PCard could be suspended. Please contact F&A immediately if your card has been declined.

How do I assign an approver on the DAL to access a specific cardholder's charges?

The responsible financial officer (RFO) must complete the following steps: Departmental Authorization > Employee Information — enter approver’s employee ID > PCA Details tab — enter cardholder information > Save.

Where can I find a list of valid UCF account codes?

You can find a list of all UCF financial account codes on the F&A home page under UCF Financials ChartField Lists.

What if I don't receive my statement in the mail?

If you did not receive your monthly statement, please send an email to pcardstatements@ucf.edu.

When is the statement package due?

The statements are due prior to the end of the month following the statement date. For example, a statement dated July 31 (for July charges) is due prior to Aug. 31.

What if I become aware of fraud, waste, or abuse?

If you suspect fraud, waste, or abuse, please report this information to the PCard administrator or University Audit. You may also send a fax to (407) 823‐6630, or contact Tina Maier at (407) 823‐2889.

Virtual Payables

What are the benefits to a supplier of accepting a credit card payment?

There are many supplier benefits:

  • Expedited payment which improves Days Sales Outstanding
  • Elimination of check processing costs
  • Elimination of collection costs associated with lost or misplaced checks
  • More efficient handling of exception items
  • Reduced exposure to check fraud
  • Better control by eliminating the need to give out bank information for ACH payments
  • Remittance data transmitted with payment for more efficient back-end reconciliation
  • Going green - paperless, electronic payments are more secure, save money and conserve the
  • environment by eliminating costs associated with printing and mailing paper checks
  • For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large
  • ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.
Is card acceptance a requirement from my Client (the buyer)? If I decline to accept card payments, will it affect our Supplier-Client relationship?

This is your client’s preferred method of payment and is part of an effort to reduce checks and eliminate inefficiencies and costs associated with paper. This method of payment will expedite receipt of payment and is more convenient than handling a check. Typically, credit card payments are deposited into your account within 48 hours of payment processing, compared to 7-10 days to process a check.

Are there any fees associated with taking Virtual Payables as a form of payment?

Payments will be processed as credit card transactions and your standard merchant bank fees will apply. There are no additional fees imposed by your client or issuing bank.

  • For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.
Our Company requires a signed Card Authorization Form for every credit card transaction. Can our client partner fax this information with the remittance advice?

You will receive the card account information via secure email or directly from your client. At that time you can provide your Card Authorization Form to your client for signature and maintain that form with the card information. Each remittance advice is your authorization to process the credit card transaction for the exact amount indicated.

How will I receive the card account number, expiration date and the 3-digit CVV2 value on the back of the card?

Your client will provide you with the card account number and expiration date to keep on file. You will receive this information via phone or by secure email. The 3 digit CVV2 value is not provided in the secure email. If you need the 3-digit CVV2 code, your client will provide you with the same via a phone call. If you elect not to keep the card account number on file, you can opt to receive the card account number and expiration date with each remittance advice by secure email.

Is it safe to keep the card account number on file?

It is safe to maintain a card account number on file as there are zero dollars on the card until an invoice is approved for payment. Once an invoice is approved for payment, the card will be funded for the exact amount of the invoice(s) and you will receive a remittance advice. The remittance advice is an electronic confirmation that the card is ready to be charged. This technology eliminates risk associated with maintaining the card account number on file.

Will I receive payment for all company locations?

Receipt of payment will remain the same. If you currently receive one check for multiple locations,   you will maintain one card account number on file and the remittance advice will identify the appropriate location by invoice number, date and amount. If a separate check is sent to each remit to address, a unique card number will be assigned for each location.

How will I receive the remittance advice?

You can elect to receive the remittance advice by email or fax. The remittance advice can be sent to multiple email addresses or one fax number. If you elect to receive the card account number and expiration date with each remittance advice, the delivery method is secure email.

Are there other card payment options if our company policy does not allow us to keep a card account number on file?

Yes. If you cannot keep a card account number on file, the card account number and expiration date can be included in each remittance advice and sent via secure email.

How do I get set up to use the secure email website?

In the first remittance advice email you receive, please click on the “secure email” attachment (“securedoc.html”). This will take you to the secure email site registration page. Please enter your email address and create a password and security question and answer. Registration is a one-time process and takes just a minute or two. Once complete, you will be logged in and presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

What is the process to access the card account number and expiration date from a secure email once I’ve registered on the secure email website?

In each remittance advice email you receive, there will be a “secure email” attachment (“securedoc.html”). When you click on that attachment, you will be taken to the secure email login page where you can log in with your email address and password. Once you’ve logged in, you will be presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

What if I have trouble logging in or accessing the website?

If you have forgotten your password, there is a standard “Forgot your password” link on the login page. If you click this link, you will be prompted with your security question and assisted through creating a new password.

If you experience other technical difficulties, there will be a link provided in all remittance emails that will take you to a URL (http://securemsg.bankofamerica.com/l-en/en.html) that lists phone numbers and hours of operation for technical help. For support in the U.S., you can call 1.866.765.0732 Monday-Friday, 24 hours a day. There are additional phone numbers listed on the above webpage for servicing teams in other countries.

Once the card account information is decrypted, will the card account information continue to stay decrypted?

Each time you receive a secure remittance advice you will be required to click on the link contained within the email to access the card account number and expiration date. Once you log out of that site, the card account information will not be accessible again until you re-authenticate to the site.

Is there a process to assist me if I forget the password to decrypt the card account information?

Yes. There is a “Forgot your password” function that will verify your identity and re-establish a password.

Will net terms change for this payment method? How soon will we get paid?

Your terms will remain the same, however, you do gain float associated with this payment method. Funds are typically deposited within 48 hours after processing the transaction.

How does credit card acceptance for payment of invoices affect our invoicing process? How are credits and short-pays on invoices managed?

Your invoicing, current procedures and client contacts remain the same.

Should I be concerned about the cost associated with card acceptance (i.e. merchant fees)?

Your invoicing, current procedures and client contacts remain the same.

  • Expedited receipt of cash, which improves days sales outstanding
  • Elimination of check processing costs
  • Elimination of collection costs associated with lost or misplaced checks
  • More efficient handling of exception items
  • Reduced exposure to check fraud
  • Better control by eliminating the need to give bank information for ACH payments
  • Remittance data transmitted with payment for more efficient back-end reconciliation
  • Going green - paperless, electronic payments are more secure, save money and also help conserve the environment by eliminating printing and mailing paper checks

Additionally, helping your client streamline their payment processes by accepting card will likely strengthen your relationship with your client. It will also increase your marketability with other clients looking to make card payments.

My Company does not take credit card for payment currently, but we are interested in learning more. What is the next step?

BofAML has a partnership with Bank of America Merchant Services, a merchant acquirer. We can facilitate a referral to BAMS on your behalf at the end of our calling campaign. If you become enabled to accept credit cards, you can decide on a buyer to buyer basis from whom and when you want to take card for payment.